Editing your Company Structure

Disclaimer
This functionality is currently available for most PyraCloud customers. If you cannot manage the company structure on your own yet, then SoftwareONE will need to migrate your company structure first.

Introduction

The purpose of the company structure is to grant procurement users access to a set of companies. Procurement users use PyraCloud to purchase from SoftwareONE. If you change the company structure, this can have an impact on the companies that your users can purchase through.

A company structure that is used to grant procurement access can be different from your legal company structure (or any other structure you use internally).

Why do I already have a Company Structure?

SoftwareONE automatically generates a company structure for a customer’s PyraCloud tenant. Each company is created in a separate sub-folder below your top-level folder. Therefore, each company is on the same level.

If this automatically generated company structure works (e.g., if only a small number of companies are present), then the company structure can be used as is.

If a more hierarchical company structure is needed, the “Company Structure” editor can be used in PyraCloud to make changes to the company structure. This is described in detail in the following sections of this document.

Note: A company structure is set up during the PyraCloud onboarding process. The “Company Structure” editor can only be used following the migration of your company structure by SoftwareONE.

Accessing the Company Structure Editor

The Company Structure Editor can only be accessed by users that have admin privileges. Admin privileges are set up for specified users during the PyraCloud onboarding process.

In order to access the Company Structure Editor, click on the “Company Structure” menu item under the user account (top right corner) as shown below:

Figure 1 – Access Company Structure Editor

From here the company structure can be viewed. Click on “Edit Company Structure” to make changes to the structure:

Figure 2 – Edit Company Structure button

Company Structure Editor

The Company Structure Editor consists of the following:

1. Introduction text provides a short overview (see “Introduction” for more details)
2. Company Structure displays the company structure
3. Unassigned Companies displays any companies which are not included in the company structure yet.

Company Structure and “Unassigned Companies” can be searched independently from each other.

Figure 3 – Editor Structure

Add an Unassigned Company to the Company Structure

The Company Structure Editor contains a ‘drag and drop’ feature, which allows you to drag companies from the “Unassigned Companies” panel into the company structure. Companies can also be moved around within the structure by using this drag and drop feature. There are two ways that a company can be dropped into the structure.

For option 1, drag a company and drop it below a folder:

Figure 4 – Drag and drop below an existing folder

Figure 5 – Result when dropping a company below an existing folder

For option 2, drag a company and drop it over an existing folder:

Figure 6 – Drag and drop into an existing folder

Figure 7 – Result when dropping a company into an existing folder

Hint: Folders and companies can also be dragged and dropped within the company structure (see Figure 8 below), e.g. to move an existing sub-folder from one folder to another.

Figure 8 – Drag and drop in “Company Structure”

Hint: Folders and companies can also be dragged and dropped into the company structure when the search is active (see Figure 9 below). This can be useful for large company structures

Figure 9 – Drag and drop works with search

Access the Context Menu

Other functionalities are available in a context menu of each folder. Click on the three dots to access this context menu:

Figure 10 – Context Menu

Note: The context menu can be different for each folder. For example, “Remove all companies” is only available if the folder contains at least 1 company.

Expand and Collapse Folders

To display the companies and sub-folders of a collapsed folder:

• Use the chevron icon in front of the folder (see Figure 11 below) OR
• Click on “Expand folder” in the context menu (see Figure 12 below)

Figure 11 – Use Chevron to expand a collapsed folder (alternative 1)

Figure 12 – “Expand Folder” in context menu (alternative 2)

Figure 13 – Result of expanded folder

Figure 14 – Use chevron to collapse an expanded folder (alternative 1)

Figure 15 – “Collapse Folder” in context menu (alternative 2)

Figure 16 – Result of collapsed folder

Create New Sub-Folders

To create a new, empty sub-folder below an existing folder:

• Click on “New Sub-Folder” in the context menu of the existing folder
• Specify a name for the folder
• Click on “Save”

Figure 17 – “New Sub-Folder” in context menu

Figure 18 – Specify a Name and “Save”

Rename Existing Folders

To rename an existing folder:

• Click on “Rename” in the context menu of that folder
• Update the name of the folder
• Click on “Save”

Figure 19 – “Rename” in context menu

Figure 20 – Update the Name and “Save”

Remove an Existing Sub-Folder

If an existing sub-folder with companies is removed, then all companies are moved to “Unassigned Companies”. The companies must be added to the company structure again before you can grant your users access to the companies.

If you have users with access to those companies, then those users will lose their access to those companies. If you have granted your users access to folders with “future companies”, then users will get access to those companies as soon as you add the companies to such folders in your company structure again.

Note: You cannot remove the top-level folder.

To remove a folder:

• Click on “Remove” in the context menu of that folder
• If required, confirm removal by clicking on the confirmation checkbox and clicking on “Remove”

Note: If you need the list of users to grant them access again, you can copy them from the confirmation message (using the “Copy to clipboard” icon).

Figure 21 – “Remove” in context menu

Figure 22 – Confirmation message when removing folders with companies and users lose access

Remove all Companies from a Folder

If all companies are removed from a folder, then the companies are moved to “Unassigned Companies”. The companies must be added to the company structure again before you can grant your users access to the companies.

If users have access to these removed companies, then those users will lose their access to these companies.

When creating users, it is possible to grant them access to any companies that will be added to a folder in the future as well. As soon as removed companies are added to such folders in your company structure again, then these users will get access to those companies.

To remove all companies from a folder

• Click on “Remove all companies” in the context menu of that folder
• If required, confirm removal by clicking on the confirmation checkbox and clicking on “Remove”

Note: If you need the list of users to grant them access again, you can copy them from the confirmation message (using the “Copy to clipboard” icon).

Figure 23 – “Remove all companies” in context menu

Figure 24 – Confirmation message when removing all companies from a folder and users lose access

Remove One Company from a Folder

If a company is removed from a folder, then the company is moved to “Unassigned Companies”. The companies must be added to the company structure again before you can grant your users access to the companies.

If users have access to the removed company, then those users will lose their access to the company.

When creating users, it is possible to grant them access to any companies that will be added to a folder in the future as well. As soon as removed companies are added to such folders in your company structure again, then these users will get access to those companies.

To remove one company from a folder:

• If required, expand the folder (see Expand and Collapse Folders)
• Click on “Remove” for the company you want to remove
• If required, confirm removal by clicking on the confirmation checkbox and clicking on “Remove”

Note: If you need the list of users to grant them access again, you can copy them from the confirmation message (using the “Copy to clipboard” icon).

Figure 25 – “Remove” next to a company in a folder

Figure 26 – Confirmation message when removing a company from a folder and users lose access

Manage how new companies are added to your Company Structure (auto-add options)

If there are companies missing in the “Company Structure” editor, then please contact SoftwareONE. SoftwareONE will add these companies to our systems.

PyraCloud offers different ways to add new companies to the company structure:

1. Add new companies to separate sub-folders below a selected folder (Recommended)

Select “Auto-add Option” > “Auto-add to separate sub-folders” in the context menu of the desired folder:

Figure 27 – “Auto-add to separate sub-folders” option in context menu

The selected folder is displayed in the text for the radio button “Auto-add new companies to the structure” in the “Company Structure”. Click on the linked folder name to navigate to the selected folder.

Figure 28 – Linked folder name in “Auto-add new companies to the structure” radio button

2. Add new companies to an existing folder

Select “Auto-add Options” > “Auto-add to this folder”:

Figure 29 – “Auto-add to this folder” option in context menu

The selected folder is displayed in the text for the radio button “Auto-add new companies to the structure” in the “Company Structure”. Click on the linked folder name to navigate to the selected folder.

Figure 30 – Name of folder in “Auto-add new companies to the structure” radio button

3. Add new companies to “Unassigned Companies”

Click on the radio button “Auto-add new companies here” in “Unassigned Companies”:

Figure 31 – “Auto-add new companies here” radio button in “Unassigned Companies”

Search in Company Structure

Use the search to find a company or a folder. The search is available for the

• “Company Structure” and
• “Unassigned Companies”

Figure 32 – Available searches

Enter the search criteria and press enter or click on the magnifier icon.

Company Structure:

• The matched text is highlighted
• The structure is kept for found results (even if the parents do not match your search)

Figure 33 – Search result in “Company Structure”

Hint: Search for address data like cities is possible.

Unassigned Companies

• The matched text is highlighted

Figure 34 – Search result in “Unassigned Companies”

Return to the full list by clicking on the “x” icon in the search field. Alternatively, empty the search field and search again (by hitting “Enter” or clicking on the magnifier icon)

Figure 35 – Return to the full list after a search

Adding more hierarchy to the Company Structure

Using additional levels for larger company structures allows to grant users access to companies faster.

Example: If there are several companies in a country and users should get access to all of them, then it is possible to:

• Grant access by clicking each company separately or
• Use a country folder, add all companies below or to the country folder and grant access to the country folder with one click.

To add more hierarchy:

1. Go to the top level folder of the company structure. In the example below, the top-level folder is “Adastraflex Inc. (Global Headquarters)”.
2. Create a sub-folder for each country by clicking on “New Sub-Folder” in the context menu. In the example below, the sub-folder is named “United States”.
3. Drag and drop all companies below their corresponding country folder. In the example below, the companies are “AdAstraflex Dallas”, “AdAstraflex Houston” and “AdAstraflex Las Vegas”

Note: Ensure to drop the existing folders right below the created country folders like “United States” (instead of any other sub-folder for a company).

Note: Of course, you can also drop the existing companies into the country folders. Then the company structure becomes simpler but users cannot get fine granular access to separate companies (as described in chapter “Add an Unassigned Company to the Company Structure”). In this case, also delete the remaining folders for the companies.

Figure 36 – Generated company structure with 1 folder per company

Figure 37 – Company Structure with new folder “United States”

Figure 38 – Drag and drop first company folder to country folder

Figure 39 – Drag and drop last company folder to country folder

Figure 40 – Updated company structure with all company folders below “United States”